Assistant - Administration

Downtown Women's Center•Los Angeles, CA

63d•$25•Onsite

About The Position

The mission of the Downtown Women’s Center (DWC) is to end homelessness for women in greater Los Angeles through housing, wellness and advocacy. DWC envisions a Los Angeles with every woman housed and on a path to personal stability. Founded in 1978, DWC was the first organization to exclusively serve women on Los Angeles’ Skid Row. The Assistant, Office Administration position is responsible for overall front office activities, including the reception area, mail, large purchasing requests, facilities support, and operations support. In addition to typing, filing and scheduling, this role performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. The ideal candidate also answers non-routine correspondence and assembles highly confidential and sensitive information. This position will interact with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.

Requirements

High School Diploma, GED, AA, or Bachelor’s degree preferred.
At least 2-3 years in a clerical or administrative role, or relative administrative experience.
Proven attention to detail and demonstrated ability to manage multiple priorities required.
Excellent written and verbal communication skills required; proven ability to communicate with diverse audiences including, but not limited to various levels of staff, clients, donors, vendors, and members of the public.
Excellent organizational skills.
Excellent customer service skills required.
Current valid California state driver’s license, comprehensive insurance, and good driving record
Strong problem-solving and critical thinking ability.
High degree of proficiency in-office procedures, keyboarding, office equipment, maintenance, business machines operation (computers, fax, copiers, etc.) & computer software programs required.
Strong administrative skills and proficiency in Microsoft Office Suite (MS Word, MS Excel, MS PowerPoint, MS Outlook) and comfort with learning new applications as required.
Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
Must be able to work well independently and as part of a team.
Cultural humility.
Must be a CA resident and live no more than 80 miles from DWC; must be available for in-person meetings at DWC.
Must provide documentation of a negative TB test result within the last twelve months, on first day of hire.
Being authorized to work in the U.S. is a precondition of employment.

Nice To Haves

Work and/or volunteer experience in a direct service agency preferred.
Ability to type approximately 40 words per minute preferred.

Responsibilities

Manages the reception area to greet visitors and oversee the agency’s main phone line as the first point of contact for the organization.
Responds to regularly occurring requests for information received via voicemail, email, or phone in a timely manner within 24-48 hours.
Provides clerical support including email correspondence, mailing, filing, copying, scanning, data entry, faxing, collating, etc.
Processes all incoming and outgoing mail, which includes, but is not limited to maintaining and routing publications, coordinating express mail services (FedEx, UPS, etc.), verifying package pick-up for staff, and supporting the Programs Department with verifying package pick-up for participants.
Completes monthly expense reports and credit card reconciliations on behalf of departments under the Operations Unit as requested.
Serve as a key point of contact between the organization and third-party vendors and suppliers. This includes but is not limited to coordinating and site visits, including preparing necessary documentation, arranging access, and supporting on-site logistics.
Process, track, and reconcile vendor invoices under the Operations Unit, ensuring accuracy and compliance with company policies and finance deadlines.
Participates as needed in special department projects, including, but not limited to support with research, office signage for all agency sites, submitting maintenance requests, facilitation of presentations, meeting materials preparations, clerical duties, and technical support.
Processes parking requests for approved staff guests, funders, and board members.
Supports with appointment scheduling for Operations Unit leadership and DWC staff as needed.
Travels between various DWC locations as needed to support office management needs.
Provides back-up coverage for the department as needed which may include minimal support with I.T. equipment related issues.
Assists in the ordering, receiving, inventory, and distribution of general office supplies, and supplies for special projects including but not limited to those related to building and staff safety.
Support in the maintenance and stocking of building common spaces (i.e., reception area, admin supply closet, staff kitchens, mailbox area, break rooms, conference and meeting rooms, copy machine etc.)
Participates, as needed, in special agency committees and taskforces to serve as a representative of the Administration Department.
Other duties as assigned to support the mission of the organization.